Departmental Deposits and Receipts

Receipt of funds must be deposited to the UND bank account and recorded in the general ledger. Departments are responsible for submitting the necessary forms to record the receipt of funds in the general ledger.

Cash and Checks

It is recommended that departments refrain from accepting cash or checks and instead utilize other methods to receive funds.  If cash or checks are received, the department must submit a department deposit form and bring the cash and checks to the locked Twamley drop box located in room 107.

  1. Log into Campus Connection
  2. Select "UND E-Forms" Tile
    • If you do not have the eForms tile, send an email with your name and EMPLID to:  UND.reginfo@UND.edu and indicate that you do not have the eForms tile. 
  3. Select "Associate VP Finance"
  4. Select "Departmental Deposit"
  5. Complete the Description field. Ex: "Receipt of funds for April rent on lease 12345."
    • Do not key, "deposit" into this field. This should be the description of what the deposit is for.
  6. Select Deposit Type: Departmental Deposit
  7. Select Department Number and Department Name
  8. Key in your UND phone number
  9. Enter the amount.  If the deposit should be split between multiple funding strings, use the + to insert additional rows. The total of these rows must equal the total of the deposit.
  10. A cash short occurs when the cash recorded by a department sub-system does not tie to the physical count of cash done by the department before sending the cash to Twamley.
    • If the deposit does not have a cash short, select no. 
    • If the deposit has a cash short, select yes and complete the cash short section.  UND-Treasury will record the cash short in the general ledger on behalf of the department at the time the deposit is processed by UND-Treasury.
  11. If depositing cash, select the cash type and key the associated amounts. Use the + to add additional rows.
  12. If depositing checks, key the total amount of the checks in the tender line, "checks."
  13. If the deposit is associated with a gift, complete the Gift Deposit section of the form.  If completing this section, the chartfields on the deposit must be hitting 478005 or 478010.
  14. Attach any backup for the deposit. Once the receipt is processed by UND-Treasury, this backup is routed automatically to Perceptive Content. The deposit form itself does not route to Perceptive Content, but can be viewed in Campus Connection. 
    • If you need to view backup on a department receipt that has been routed to Perceptive Content, email UND.Treasury@UND.edu and ask to be given access to the Department Deposits drawer in Perceptive Content.  Include your EMPLID, email address, and user id (usually first.last).
  15. Submit the form. You will receive an automated email that the form has been submitted. If you did not receive an email, the form was not submitted.
    • Make note of the form submission number.
  16. Physical cash or checks must tie to the amount keyed on the deposit form.
    • Checks:
      • Ensure the back of the check is stamped with a UND restrictive endorsement.  This should be done at the time the check is received by the department. 
      • Put check in an envelope and seal the envelope
      • Write the deposit form submission number on the envelope
    • Cash/Coin:
      • Put cash/coin in a blue bank bag, write the form submission number on a sticky note or piece of paper and put in the bank bag, and lock the bag. If your department does not have any blue bank bags, contact UND.Treasury@UND.edu.  
  17. Bring the checks or bank bags to Twamley room 107 and deposit in the locked box. 
  18. You can also bring deposits to the Central Financial Services Building, 1301 Ralph Engelstad Arena Drive. The outdoor drop-off is located on the CFS building’s north wall in the first drive-through lane. Size Limitation: Envelopes must be no thicker than 1.25 inches to fit into the slot. Please ensure the envelope you use is clearly labeled and sealed before placing it in the dropbox.

Additional guidance on submitting a departmental deposit with screenshots is available here.  

  1. Log into Campus Connection
  2. Select "UND E-Forms" Tile
    • If you do not have the eForms tile, send an email with your name and EMPLID to:  UND.reginfo@UND.edu and indicate that you do not have the eForms tile. 
  3. Select "View an eForm"
    • Enter any applicable search criteria and click search
  4. Once you have located and opened the departmental deposit, scroll to the bottom of the screen and click next. This will show the history of the deposit workflow.

If UND-Treasury reviews a department deposit form and has questions or corrections that the department needs to answer or make, the deposit form will be returned to the department. The individual who submitted the form will receive an automated email that the form has been returned. The form will not be processed until the department corrects the information and re-submits. Please do not submit a new form, but rather amend the form that was returned.

  1. Log into Campus Connection
  2. Select "UND E-Forms" Tile
  3. Select "Update an E-Form"
    • Enter any applicable search criteria and click search
  4. Make any corrections to the department deposit
  5. Click re-submit

  • Do not attach copies of checks as these contain account and routing information
  • If depositing a refund of an expense paid, follow the UND Refund Policy
  • Do not fold checks; this makes it difficult to remote scan the checks to the bank
  • If you use plastic baggies to send coin to Twamley and run out, email UND.Treasury@UND.edu 
  • Remember to include in the physical submission of cash/checks the form submission number of the department deposit
  • The department is responsible for backup and substantiation behind the charge associated with the deposit and receipt of funds, not UND Treasury 

ACH and Wires

If a department wishes to set up a vendor to pay UND by ACH or wire, please work with UND-Treasury (UND.Treasury@UND.edu) to do so. Please do not send UND banking information to vendors without first visiting with UND Treasury.

If a vendor is already set up to pay UND by ACH or wire, these funds are received directly in UND’s bank account.  UND-Treasury records these funds by journal entry to the general ledger.

If the department is aware of funds that will be paid to UND by ACH or wire and the payment does not occur frequently please email UND Treasury to let them know that funds will be received, the dollar amount, and where the funds should be coded. 

If funds are received by ACH or wire that the department has not let UND Treasury know about, or that are not repetitive receipt of funds, UND Treasury will code the receipt of funds to: 23047-3110.  A journal entry to move identified funds to a department can be submitted to move from this fund at the date the funds are identified by the respective department.

Credit Card

Departments who currently accept credit cards should review the Credit Card Acceptance and Processing policy.  Departments who do not currently accept credit cards, but wish to, should contact UND.treasury@UND.edu.  

Submitting a Department Deposit for Credit Card

  1. Log into Campus Connection
  2. Select "UND E-Forms" Tile
    • If you do not have the eForms tile, send an email with your name and EMPLID to:  UND.reginfo@UND.edu and indicate that you do not have the eForms tile. 
  3. Select "Associate VP Finance"
  4. Select "Departmental Deposit"
  5. Complete the Description field with the MID number  
  6. Select Deposit Type: Departmental Deposit
  7. Select Department Number and Department Name
  8. Key in your UND phone number
  9. Enter the amount.  If the deposit should be split between multiple funding strings, use the + to insert additional rows. The total of these rows must equal the total of the deposit.
  10. A cash short does not apply to a credit card deposit; select no.
  11. Key the amount in the credit card field under "Other Tender Information"
    • The amount shown on the credit card summary report attached to the departmental deposit must tie to the amount keyed in this field. 
  12. Attach any backup for the deposit. At a minimum, the credit card summary report must be attached. 
    • Once the receipt is processed by UND-Treasury, this backup is routed automatically to Perceptive Content. The deposit form itself does not route to Perceptive Content, but can be viewed in Campus Connection. 
    • If you need to view backup on a department receipt that has been routed to Perceptive Content, email UND.Treasury@UND.edu and ask to be given access to the Department Deposits drawer in Perceptive Content.  Include your EMPLID, email address, and user id (usually first.last).
  13. Submit the form. You will receive an automated email that the form has been submitted. If you did not receive an email, the form was not submitted.

RECEIPT INFORMATION

Locating Receipts in Perceptive Content

Imaged copies of electronic deposit forms that have been submitted are stored in Perceptive Content. You can track the status of an electronic departmental deposit.

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